1. Travel Information Session

2. Travel Policy and Procedures Travel Expense Reporting
Finance Department
Overview
Travel Policy and Procedures
Travel Expense Reporting
Scotiabank Travel Credit Card

3. Travel Policy and Procedures
Finance Department
Travel Policy and Procedures
New Travel Policy was recently approved by the Senior Management Group.
The new policy is available at

4. What is the Scope of the Travel Policy ?
Finance Department
What is the Scope of the Travel Policy ?
Applies to all University travel including research grant travel.
Travel claims funded by a third party (e.g. under a research grant or contract) will be governed by the policies and regulations of the funding agency.
Where funding regulations are different from University policies, the more stringent policy will take precedence.

5. Finance Department
Who is Responsible ?
Traveller is responsible for ensuring claims for reimbursement are accurate, conform with the Travel Policy and Procedures and where applicable funding agency rules.
All expenditures must be supported by original detailed receipts.
Travel Expense Claim Form should be submitted within 15 working days and not later than twelve months from the completion of the trip.

6. What is the authorization process ?
Finance Department
What is the authorization process ?
Signature of the claimant/traveller
All travel expenses must be approved by a minimum of one level of authorization above the claimant
When two or more persons are travelling together:
All travel expenses must be submitted by the traveller who incurred the expense; and
The travel Expense Form must be approved by a minimum of one level of authorization above the individual with the highest authority who is included in the expenses incurred.

7. How can you pay for University Travel ?
Finance Department
How can you pay for University Travel ?
Direct billing - from the vendor to the University Accounts Payable Department
Corporate Travel Credit Card (Scotiabank VISA)
Personal Credit Card (post travel reimbursement only)
Cash (post travel reimbursement only)

8. Eligible Travel Expenses
Finance Department
Eligible Travel Expenses
Hotel Expenses – Single room rate per traveller not to exceed $ exclusive of taxes
Please refer to the CAUBO website for eligible discounted hotel rates (
Gratuitous Accommodations – the maximum reimbursement allowance is $25.00 – no receipt is required

9. Airfare and Rail Economy class airfare is eligible for reimbursement
Finance Department
Airfare and Rail
Economy class airfare is eligible for reimbursement
Claims for First Class and Business Class travel will be reimbursed at the economy rate unless special circumstances so warrant (e.g. medical certificate)
Enrolment fees for frequent flyer points are not reimbursable
Frequent flyer status is NOT to be a determining factor in the selection of the carrier
First Class Travel is acceptable for traveling by rail

10. Car Rental Original gas receipts must be attached to your expense form
Finance Department
Car Rental
Original gas receipts must be attached to your expense form
If you are renting a vehicle you cannot claim the mileage allowance on the expense form
You cannot use the BTA Card to book a rental vehicle
Please refer to the CAUBO website for eligible discounted car rentals (

11. Privately Owned Vehicles
Finance Department
Privately Owned Vehicles
Mileage allowance is designed to cover vehicle operating costs including gasoline, insurance, repairs and maintenance.
When completing the Expense Form, dates, kilometers and destination must be included.
When traveling in a group, only one person may claim mileage on any one business trip. The names of the passengers must be shown on the Expense Form.
The current kilometer allowance is $0.38 per kilometer (current kilometer allowance rate can be found in Appendix A).

12. Collision/Loss Damage Insurance
Finance Department
Collision/Loss Damage Insurance
When renting a vehicle in Ontario and using your Scotiabank Travel Visa Card, a Cardholder may decline the Rental Agency’s collision damage waiver (CDW) if you strictly adhere to the credit card requirements.
When renting a vehicle outside of Ontario you must purchase the collision and damage offered through the Rental Agency.

13. Receipts Parking Highway Tolls Ferries Bridge Tolls
Finance Department
Receipts
Parking
Highway Tolls
Ferries
Bridge Tolls
receipts must be obtained and attached to the Expense Form for reimbursement purposes

14. Finance Department
Meals
With Receipts
Reasonable amounts incurred for meals when travelling on University business.
Receipt must be an original itemized receipt.
A credit or debit card receipt is not acceptable.
Meals claimed on a receipt basis must exclude any charges for alcoholic beverages.
For amounts significantly over the per diem an explanation is required.

15. Meals Without Receipts (Per Diem )
Finance Department
Meals
Without Receipts (Per Diem )
No receipts are required when claiming the per diem.
When meals are included in registration fees for seminars and conferences, or are included in travel, individuals will not be permitted to claim an allowance for those meals.
Refer to Appendix A found in the Travel Policy for Maximum Per Diem Rates.

16. Finance Department
Registrations
Registration fees should be charged against the traveller’s corporate travel card when possible.
Conference registration fees can be reimbursed before the conference only if using the corporate travel card.
A copy of the full conference registration must be included with the Expense Form

17. Out-of-Country Travel
Finance Department
Out-of-Country Travel
Persons travelling outside of Canada will be reimbursed for expenses if they were specifically incurred and necessary for their travel.
Such expenses include, but are not limited to, the cost of:
Travel visas
Currency exchange conversion or surcharge fees
Airport/departure taxes
Immunization shots
When claiming expenses on the Expense Form, state the amount and type of currency used.

18. Out-of-Country Travel
Finance Department
Out-of-Country Travel
The exchange rate will be calculated by Accounts Payable unless proof of exchange is provided.
The exchange rate should be the applicable rate on the transaction date.
When possible, provide a copy of the cardholder’s statement to support exchange rates.

19. Finance Department
Benefits Derived
Any benefit derived while on University Travel with a value of $ or more from any one source should be disclosed as required under the Gifts, Hospitality and Other Benefits Policy (

20. Other Eligible Travel Expenses
Finance Department
Other Eligible Travel Expenses
Fax and charges
Reasonable Laundry/Dry Cleaning (after seven consecutive days of travel)
Transaction fees levied by travel agency
Reasonable Telephone Charges
Travel expenses related to physical/medical disabilities of the traveller
Flight cancellation insurance
Work visas required as a result of travel
Conference activities published in the conference program, if pre-approved
Bank service charges related to cash advances

21. Ineligible Travel Expenses
Finance Department
Ineligible Travel Expenses
Inclusive but not limited to:
Any expenses related to accompanying travel companions
Pet care expenses
Non-business or personal related expenses
Parking fines and other traffic fines
Library fines
Personal travel insurance
Insurance coverage for privately owned vehicles
Expenses for repairs of privately owned vehicles
Expenses related to damages to uninsured rental cars and privately owned vehicles

22. Questions on the Travel Policy ?
Finance Department
Questions on the Travel Policy ?

23. Travel Expense Claim Form
Finance Department
Travel Expense Claim Form

24. Finance Department
Expense Reporting
Cheque requisitions and expense reports are reviewed by Accounts Payable for accuracy, reasonableness and backup (original receipts).
A “reasonable” expense is deemed to be based on sound judgement and moderation.
The traveller is to ensure that all trip expenses are both allowable (see Section E of the travel policy) and reasonable based on our guidelines, per diems etc.
You are responsible to account for your total trip expenses.
Travel Expense Form found at

25. Finance Department
Expense Reporting
Each section of the Travel Expense Form must be completed if applicable.
Mileage claim cannot be claimed along with gas receipts (rental car only).
Air and rail travel should include stubs and boarding passes.
Parking and toll receipts should be provided (if receipt is lost please complete Lost Receipt Form).
Per diem rates are found in Appendix A of the Travel Policy.
If receipt is lost please complete Lost Receipt Form found at

26. Finance Department
Expense Reporting
Conference Registrations can be booked using the new travel card (VISA).
If your claim includes entertainment costs, complete the detailed area: list names of individuals, dates and amounts.
Please use box stating US or CDN dollars.
Expense Form will automatically calculate GST rebate.
Expense report must be properly authorized (see Section C of Travel Policy.
Area for account distribution that can be carried forward to your cheque requisition.

27. Receipts Original receipts are required for reimbursement
Finance Department
Receipts
Original receipts are required for reimbursement
Credit card statements are not sufficient
Boarding passes are also required
New Lost Receipt Form available online at

28. Finance Department
Accounts Payable
The Accounts Payable Department has specific staff that can answer your travel questions:
Susan Boughner – Sr. A/P Clerk x2120
Vera Potocek – A/P Clerk x2123
Ryan Kenney – Procurement Manager x2119
For further information, please visit our Accounts Payable website at:

29. Key Information about the new Travel Credit Card
Finance Department
Key Information about the new Travel Credit Card
For business travel related expenditures only
Cash advances are available (on the corporate travel credit card)
Monthly visa statement will be ed to your University address
Visa card cycle goes from the 16th of the month, ending the 15th of the following month

30. Key Information about the new Travel Credit Card
Finance Department
Key Information about the new Travel Credit Card
Your monthly VISA statement will appear from
The subject line will read “Scotiabank VISA Stmnt-UofWTRAVEL: Cardholder Name.
You are responsible to pay the balance on your statement each month directly to Scotiabank.

31. Responsibility for payment of the Travel Credit Card
Finance Department
Responsibility for payment of the Travel Credit Card
It is the cardholders’ responsibility to pay the full balance on the statement each month.
If the cardholder defaults on payment of the credit card Scotiabank will notify the cardholder and the Finance Department after 60 days.
The Finance Department will be monitoring overdue balances and be notifying the appropriate individuals in the organization.
The University will not pay for interest or late payment charges on your travel card.

32. Purchasing Services University Credit Card Co-ordinator:
Finance Department
Purchasing Services
University Credit Card Co-ordinator:
Saundra Parent –ext. 2081
Ryan Kenney – ext. 2119
Procurement Manager

33. Grants Any Grant related questions should be directed to:
Finance Department
Grants
Any Grant related questions should be directed to:
-Heather Pratt-Supervisor, Grant Accounting ext. 2127
-Donna Bergamin-Grant Accountant ext. 2132
(CFI,OIT,Sharc-Net,HRDC,Contracts,Contribution Agreements and any other funding sources)
-Kathy McGorman-Grant Accountant ext. 2129
(SSHRC/NSERC/CIHR Grants, Start up Grants)
-DJ Lafreniere, Accounting Clerk ext. 2134
Visit the Grants website at: ‘
and then click on the Research Grants “flyout” on the left.

34. Quick Web Access Travel Policy – uwindsor.ca/travelpolicy
Finance Department
Quick Web Access
Travel Policy – uwindsor.ca/travelpolicy
Travel Expense Form – uwindsor.ca/expenseform
Lost Receipt Form – uwindsor.ca/lostreceipt
Services & Support/Purchasing/Credit Cards
Visa Auto Rental Collision/Loss Damage Insurance
Flight Delay, Emergency Purchases, Hotel/Motel Burglary and Lost Luggage Insurance